Administrative Assistant Lll - Halifax, Canada - Halifax Regional Municipality

Halifax Regional Municipality

Verified Company

Halifax, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Job Posting

Under the general direction of the Executive Director, the Administrative Assistant is responsible for providing senior confidential administrative services to the Executive Director. The Administrative Assistant is a highly organized team player with the ability to work in a fast paced environment. A high degree of initiative, confidentiality, problem solving, analytical thinking and an ability to meet tight deadlines with ever changing priorities is required.

DUTIES AND RESPONSIBILITIES:

Administrative:

Provides administrative support to the Executive Director by managing inquiries, appointments, correspondence, and electronic communication, ensuring proper follow up, so deadlines on various projects are met;
Provides administrative support, with respect to projects, research, and development of policies and procedures;
Plays a key role in researching and preparing documents, reports and presentations for Regional Council, special projects and new program initiatives.
Drafts and proofs administrative and personnel correspondence;
Maintain confidentiality of information;
Establishes, maintains and manages an effective records management system for administrative files and computerized filing system. (E.g. Confidential labour relations files, personnel files, attendance statistics, recruitment & selection processes, etc.);
Coordinates assignment of projects and work activities as directed by the Director;
Prepare, receive, track and file correspondence concerning staff grievances, disciplinary actions and performance management;
Performs other administrative duties or projects as assigned.

Customer Service/Communication:

Evaluates internal and external stakeholder inquiries directed to the Executive Director determining an appropriate response, taking into account the needs for confidentiality, tact and responsiveness;
Responds to external customer inquiries in a professional, customerfocused manner and ensures proper follow up;
Directs communication and information flow within Halifax Transit.

Meeting Support:

Participates in various meetings with Executive Director, Managers and Supervisory staff;
Prepares background material and agendas for meetings, as well as booking facilities, coordinating meeting logistics and recording minutes;
Maintains a 'bring forward' system and pursues action items with staff to ensure there is adequate followup;
Ensures approved minutes are promptly available, both electronically and in hard copy;
Participates on committee work as required.

Financial:

Responsible for preparing, monitoring HR data for the division's management staff in a timely and accurate manner;
Provide administrative assistance re: budget preparation, management, etc.;
Organize all travel arrangements for the Executive Director, according to HR policies.

QUALIFICATIONS

Education & Experience:

Grade 12 (or equivalent) and certificate in business training from a recognized educational institution;
Three (3) years of related experience at the senior administrative level;
Experience and knowledge of Halifax Transit and/or municipal government considered an asset;
Equivalent combination of education and experience may also be considered.

Technical / Job Specific Knowledge and Abilities:

Strong time management skills and ability to work well under pressure;
Effective written and oral communication skills;
Strong interpersonal skills and the ability to work positively with others in a team environment;
Analytical and problem solving skills;
Above average attention to details and high level of accuracy;
Proficiency with MS Office Suite (Word, Excel, PowerPoint, Outlook), Report Centre;
Proficient typing skills;
Knowledge of current and effective office systems,and procedures, Information Management and Human Resource systems;
Excellent organizational skills with proven ability to prioritize competing priorities and to thrive in ambiguous situations.

Security Clearance Requirements:
Applicants may be required to complete an employment security screening check.-
COMPETENCIES: Analytical Thinking; Communication; Customer Service; Decision Making; Managing Change; Organization/Planning; Teamwork and Cooperation; Values and Ethics; Values Diversity

WORK STATUS:

Permanent, full-time

HOURS OF WORK:

Monday to Friday, 8:00 a.m. to 4:00 p.m., for 35 hours per week.

SALARY:

Level 4, Non-Union, $51,810 to $71,310.

WORK LOCATION:
TD Building (1791 Barrington Street, Halifax NS)
CLOSING DATE: Applications will be received up to
-
11:59 pm on Sunday, April 23, 2023.

Please note:
We thank all applicants for their interest in this position. Only those applicants selected for interview/testing will be contacted.

During the recruitment process, applicants have the right to request accommodation. Applicants invited to participate in an assessment process (such as an i